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About the Role

The Operations Manager serves as the operational backbone of Just in Time for Foster Youth, acting as a central coordination point for daily systems. This role requires a blend of systems thinking and relationship building to bring structure and reliability to purchasing, vendors, HR administration, facilities, fleet, and safety, enabling the team to focus on serving young people. The Operations Manager brings consistency, care, and attention to detail across a broad portfolio of operational functions, taking pride in making things work and understanding that operational excellence is key to mission delivery. This position requires a physical presence at JIT’s San Diego office and occasional local travel.

Responsibilities

See the interdependencies between purchasing, HR, facilities, and compliance — and design processes that keep these systems working together rather than in silos.
Be the person staff and leadership can count on to follow through — tracking contracts, managing vendors, coordinating logistics, and ensuring nothing falls through the cracks.
Manage vendors, contractors, and service providers with professionalism and a community orientation — interconnecting them within JIT’s network and ensuring partnerships serve the mission.
Handle sensitive HR, personnel, and financial information with integrity — maintaining confidentiality and exercising sound judgment in all operational matters.
Keep the organization current on Cal-OSHA requirements, safety protocols, background checks, and required training — ensuring JIT meets its obligations to staff and the young people it serves.
Execute purchases on behalf of budget owners — obtain approvals, gather quotes where applicable, conduct cost-benefit analysis, place orders, maintain proper fiscal documentation, and track orders to completion.
Set up and maintain vendors in the system with a relationship-building approach; keep purchasing records properly organized.
Coordinate the buying process end to end so staff with purchasing authority can approve and move quickly.
Serve as the operational bridge to the Controller on purchasing, vendors, contracts, credit card reports, and spending.
Identify, assess, and secure appropriate venues for events of varying size and complexity, including large-scale events involving multiple vendors and stakeholders.
Manage on-site event operations, including troubleshooting, decision-making, and team coordination.
Manage vendor relationships and serve as day-to-day point of contact; interconnect vendors within JIT’s community.
Track contracts across their lifecycle — maintain a renewal/expiration calendar and a central contract repository.
Collect and track certificates of insurance (COIs) from vendors.
Oversee vendor payment workflows, adapting to varying invoicing, billing, and payment requirements while maintaining accurate records and timely processing.
Coordinate onboarding and offboarding logistics.
Trigger and track new-hire setup with IT — confirm equipment and accounts are ready by day one.
Maintain personnel files, BambooHR data hygiene, and handbook acknowledgment tracking.
Track background checks and required-training completion.
Keep required training and certifications current; use digital workflow platforms (e.g., Formstack, Microsoft Forms, Microsoft Planner) to support tracking and process management.
Provide oversight of office operations and environment, including management of physical space, procurement of supplies, maintenance of equipment, and coordination of external service providers.
Coordinate and manage facilities-related vendors and service contracts, ensuring consistent service delivery and alignment with operational needs.
Manage vehicle maintenance schedules, registration, and insurance compliance.
Track vehicle usage, assignment, mileage, and records; coordinate driver-related documentation and requirements.
Coordinate emergency procedures, drills, and incident reporting.
Maintain OSHA/Cal-OSHA postings and compliance.
Monitor, replenish, and maintain first aid and safety supplies to support a safe and prepared environment.
Perform additional job duties as required.

Requirements

Three or more years of administrative or operations experience, ideally in a nonprofit or mission-driven setting.
Strong organizational skills and attention to detail across multiple concurrent systems.
Demonstrated ability to handle confidential HR and personnel information with discretion.
Comfort with HR and operational software (BambooHR or similar).
Clear written and verbal communication.
Valid California driver’s license and clean driving record (for fleet oversight).
Ability to pass Live Scan/background check.
Passion for the mission and commitment to advancing JIT’s impact.
Ability to apply concepts that relate to the above job responsibilities with their parameters.
Strong fine motor skills.
Regularly required to sit; crouch and stand back up many times a day; walk/stand for at least 8 hours a day; reach overhead; use keyboard and mouse for at least 8 hours a day.
Ability to hear and speak.
Ability to lift and carry at least 20 lbs.
Specific vision abilities required by this job include strong or correctable near visual acuity, close vision, distance vision, depth perception, and ability to adjust focus.

Skills

Systems Thinking
Operational Reliability
Relationship Building
Discretion & Confidentiality
Compliance & Safety
Procurement
Purchasing
Event Support
Vendor Management
Contract Management
HR Administration
Hiring Administration
Compliance Tracking
Facilities Management
Fleet Management
Safety Protocols
Strategic Agility
Dealing with Ambiguity
Organizational Agility
Analytical Skills
Emotional Intelligence
Priority Setting
Process Management
Project Management
Learning on the Fly
Problem Solving
Timely Decision Making
Integrity and Trust
Fluent in English
Excellent written and verbal communication
Ability to read, analyze, and interpret documentation
Ability to respond effectively to inquiries and complaints

Location

San Diego

Work Type

Onsite
Occasional local travel

Experience Level

Three or more years of administrative or operations experience

About the Company

Just in Time for Foster Youth is a value-driven organization.
Core Values: AUTHENTICITY, COLLABORATION, INCLUSION, INNOVATION, INQUIRY, INSPIRATION, OWNERSHIP.

Equal Opportunity

Just In Time provides equal employment opportunities (EEO) to all applicants, contractors, and employees without regard to race, color, religion, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.
Just In Time expressly prohibits any form of workplace harassment based on race, color, religion, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.
Improper interference with the ability of contractors and employees to perform their job duties may result in discipline up to and including discharge.